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  1. #1
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    Directory Mail Merge (first timer)

    Hi there,

    I am pretty confident with a standard mail merge but at work I have been given a mammoth task of generating letters to a customers clients (approx 1700) and including on each letter their order history! I have been reading about directory mail merge for 2 days now but dont think its possible to teach myself how to do this in a couple of days. I have attached a sample spreadsheet and sample letter, the second page has to have the names and addresses and a table for each previous order.

    Is there someone able to help me do this, I cant work out the merge codes and think I have fried my brain

    Thanks to anyone who can help me

    G2901_Dr__Mrs_T_A_Richards sample letter.docDatabase sample.xlsx

  2. #2
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    You can use Word's Catalogue/Directory Mailmerge facility for this (the terminology depends on the Word version). To see how to do so with any mailmerge data source supported by Word, check out my Microsoft Word Catalogue/Directory Mailmerge Tutorial at:
    http://windowssecrets.com/forums/sho...merge-Tutorial (it's a Sticky post at the top of this forum)
    or
    http://www.gmayor.com/Zips/Catalogue%20Mailmerge.zip
    The tutorial covers everything from list creation to the insertion & calculation of values in multi-record tables in letters. Do read the tutorial before trying to use the mailmerge document included with it.

    For some worked examples, see the attachments to the posts at:
    http://www.msofficeforums.com/mail-m...html#post23345
    http://www.msofficeforums.com/mail-m...html#post30327

    Alternatively, you may want to try one of the Many-to-One Mail Merge add-ins, from:
    Graham Mayor at http://www.gmayor.com/ManyToOne.htm; or
    Doug Robbins at https://skydrive.live.com/?cid=5aedc...615E886B%21566
    Cheers,

    Paul Edstein
    [MS MVP - Word]

  3. The Following User Says Thank You to macropod For This Useful Post:

    glendamuir (2013-10-09)

  4. #3
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    Thank you for getting back to me, I've already read the sticky and I have downloaded the other samples etc and a tutorial, I've copied other "codes" into my merge but I can only get it to merge one record never more than one.

  5. #4
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    I can only get it to merge one record never more than one
    That suggests you haven't followed the instructions on pages 2 & 3 - which refer to the need to configure your mailmerge main document for a directory/catalogue mailmerge. You've evidently configured it for a letter merge.
    Cheers,

    Paul Edstein
    [MS MVP - Word]

  6. #5
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    Unhappy

    I am choosing a directory and using a sample which I got online and trying to put my own information in but always comes out with one delivery name and address per letter. I have attached the sample I am trying to copy, is it right to be copying the merge codes word for word?

    Thanks and sorry for being a nuisance

    20131009155235293.pdf

  7. #6
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    You can indeed copy & paste the field codes from the tutorial into your own document, then change the mergefield names to match your own; indeed that's what most users would find easier that trying to recreate them from scratch. If you created the filed codes yourself, you'd need to ensure all the field braces (i.e. {}) are created in pairs via Ctrl-F9 - you can't simply type them. FWIW, apart from the lack of 'REF' in your {Key} fields (i.e. {REF Key}), your field coding looks OK. Also, have you followed the tutorial's instructions (page 3) for grouping the records?
    Last edited by macropod; 2013-10-10 at 17:19.
    Cheers,

    Paul Edstein
    [MS MVP - Word]

  8. #7
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    Yes all my records are sorted via customercode, where you say lack of 'ref' is that a mergefield I should put in?

    thanks again!

  9. #8
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    Quote Originally Posted by glendamuir View Post
    Yes all my records are sorted via customercode
    There is no reference to 'customercode' in your fields - only to 'student', 'course' and 'teacher'. Consequently, sorting by 'customercode' has no relationship to the merge
    where you say lack of 'ref' is that a mergefield I should put in?
    As indicated in my previous reply, it's your {Key} fields that should read {REF Key}. This has nothing to do with any mergefields, per se.
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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